PERFECT EVENT

MANAGEMENT CHECKLIST
STEP BY STEP GUIDE

Presented by:
Ujjwal Bansal (2019242)
IMPORTANCE OF EVENT CHECKLIST
Helps company and its team keep track of things they need to take care of and execute things flawlessly
1. SET A GOAL FOR THE EVENT

• Goals can be diverse; revenue, media attention, raising funds, the number of attendees, launching a
new product, etc.
• Define the purpose of your event or what you want to accomplish with it
• make sure the goal you set adheres to the SMART criteria, or in other words is Specific, Measurable,
Attainable, Realistic and Timely
2. ORGANIZE YOUR TEAM
• Assemble a competent team that can help you achieve the goal you have set and you can delegate your work to without a second
thought.

• An organizational chart like the one below can help you clarify the roles and responsibilities and reporting relationships among the
team members

Event
Manager

Venue Programme Marketing Hospitality Merchandising

Coordinator Coordinator Coordinator Coordinator Coordinator
 3. ESTABLISH YOUR BUDGET
Following are the key areas you need Estimated Actual
Local rental
to allocate money for-
Equipment rental
• Venue
Additional tables/
• Staff
chairs
• Food and Beverages
VENUE A/V equipment
• Entertainment
Venue specific
• Decorations catering
• Marketing Security
• A/V Linens
DECOR Lighting
Additional
Furniture
Food
FOOD/BEVERAGES Beverages
Catering staff
EVENT BUDGET TEMPLATE
4. SET THE DATE AND BOOK YOUR VENUE
Few things you need to pay attention to before booking date:
• Do you have enough time to plan before the day of the event?
• Skip holidays such as religious or statutory holidays
• Check whether the schedules of the key participants are free on that day
• Depending on the venue and the type of event, consider the weather
• And in case, pick the second-best date

Things you need to consider before booking venue:

• Whether it’s available on the date and how far in advance you need to book it
• Their payment, refund and cancellation policies
• Whether it fits the type of event you are planning
• Does the venue provide A/V equipment, WiFi?
• Your seating arrangements and parking needs
SEATING PLAN
5. IDENTIFY PARTNERS AND SPONSORS

• Community organizations and corporate sponsors can help cut costs

• Find more advertising opportunities, widen your audience and assist you with planning the event
• And when you are seeking partners, you need to make sure that their vision complements yours
6. MARKET YOUR EVENT
• There are varied ways to market your event. Depending on the best way to reach your target audience,
you can leverage email marketing, flyers, social media, TV, radio or invitations, etc.

• Ready your marketing material as your budget allows you. This could include logos, banners, posters,
flyers, invitations, newsletters, etc.
7. FINAL PREPARATIONS
• Check with your caterer and confirm the menu, food presentation and serving details, etc.
• Make sure the venue is ready to be set up on the date and time you have booked it for
• Check on all the other equipment you need for the event. Don’t forget to test them to see if they work
when you’re finally setting them up.
• Create an event schedule for you as well as your team

EVENT SCHEDULE
THANK YOU!